New Vendor Setup Form
A new vendor should not have to email the same contact details twice. This new vendor setup form collects the legal name, a contact, an address, a website, how they prefer to be paid, an optional document upload, and a signature. It does not ask for a bank account, a routing number, a Social Security number, or an EIN. Collect those through your usual process.
Last reviewed October 26, 2026 by FormSign team.
Edit it, try it, then create an account to save and share.
Build for free. Pay once a workflow goes live at 10 submissions or 2 documents sent for signature.
Questions in this template
Vendor
- Vendor legal name (required)
- Contact name (required)
- Contact email (required)
- Phone (required)
- Mailing address (required)
- Website
Payment preference
- Payment method preference (required)A preference only, such as check or card.Check · Card · We'll agree separately
- Vendor documentsOptional. A file you already have. Do not type ID numbers in the file name if you can avoid it.
Signature
- Signature (required)
- Date (required)
What is a new vendor setup form?
A new vendor setup form is the contact record you send before the first invoice. It names the vendor, who to reach, and how they prefer to be paid. It does not set up a payment.
When to use it
- When you are about to pay a vendor for the first time.
- When several vendors start in the same month and you want the same questions.
- When you want one board row per vendor instead of a thread of emails.
- When the setup should be signed.
What to include
The vendor
Legal name, contact name, email, and phone.
How to reach them
Mailing address and website, if they have one.
A payment preference
Check, card, or that you will agree separately. Not an account number.
An optional file
A document they already have, if you ask for one.
A signature and date
So the details are confirmed.
What to leave out
Do not ask for a bank account, a routing number, a Social Security number, or an EIN.
Why FormSign
Each vendor becomes a row on your FormSign board. The starter letter uses each question's label as a placeholder, so a setup note matches the form. Add your own vendor letter to the same workflow if you want that signed too.
This template is a starting point, not legal advice. It collects contact details only. Payment setup stays in your usual process.
Questions
Should the vendor enter a bank account or routing number?
No. The payment question is only a preference, such as check or card. Collect account numbers through your usual payment process.
Is the document upload required?
No. It is an optional place for a file the vendor already has.
Can I remove the payment preference?
Yes. Delete that question if you would rather not ask it.
Can I pre-fill the vendor's name?
Yes. Import a spreadsheet and send each vendor a personal link. You can lock the fields you already know.
Do I need an account to try it?
No. Open the template, edit the questions and test it. You'll create an account when you want to save it and send it.
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Build for free. Pay once a workflow goes live at 10 submissions or 2 documents sent for signature.